GA^3 Event Reimbursement

• If your event will be funded in any part by GSC, see the event registration instructions.
• Generally, please check in with the GA^3 Treasurer first before making large purchases and check the current funds viewer, but never submit a reimbursement for $1,000+ without talking to the GA^3 Treasurer first.
• DO NOT SIGN ANY CONTRACTS on behalf of MIT. Your signature does not represent the Institute and all liability will fall on the unathorized singatory.

Date of Service

• The Date of Service must match the date on the receipt and be in the form MM/DD/YYYY.

G/L Account

• Select the appropriate purchase category. Click in Atlas for the drop down or see Frequently used G/L Accounts.
• Most common G/L Accounts:
  • 421000 - Meetings - Food & Beverages
  • 421200 - Food
  • 420050 - Travel Expenses
  • 420800 - Books & Publications
  • 420166 - Entertainment
  • 420226 - Materials & Services
  • 420258 - Office Supplies
  • 420319 - Prizes & Awards
  • 421900 - Computer Supplies & Peripherals
  • 420920 - Postage Mailing and Shipping U.S.
  • 420318 - Recreational Related Expenses
• If you are unsure, ask the GA^3 Treasurer first to confirm before submitting the RFP.

Cost Object

• 1462834 - AA GA^3 Student Funds - HQ - N
• For this type of reimbursement, always use this Cost Object unless otherwise instructed.

Amount

• The total amount to be reimbursed, minus sales tax (if any). Do NOT include a $.

Explanation

• Complete all the [INPUT] fields in the below template. Do not omit or reorder the fields.
• Template:

Event Topic: [INPUT]
Event Date: [INPUT]
Event Time: [INPUT]
Event Location: [INPUT]
# of MIT Students: [INPUT]
# of MIT Employees: [INPUT]
# of Other Attendees: [INPUT]

• Example:

Event Topic: GA^3 Executive Committee Meeting
Event Date: 12/02/2022
Event Time: 12:00pm
Event Location: Hybrid (33-206 & Zoom)
# of MIT Students: ~20
# of MIT Employees: 0
# of Other Attendees: 0

Sub-budget code

• Refer to the current funds viewer or the semester budget to determine sub-budget code. If unclear, reach out to ga3-treasurer@mit.edu.